Using Workflow Functionality in SAP S/4HANA Sales

Objectives

After completing this lesson, you will be able to:

  • Describe workflow functionality for documents in SAP S/4HANA Sales

Workflow for Credit Memo Requests

Workflow Items

Workflow functionality can be used to support various processes in SAP S/4HANA Sales.

The approval process for credit memo requests is one example of a process where workflow support adds business value. This was discussed in the previous topic already as part of the customer returns process. Let's use this example to look at some more details concerning workflow functionality that can support processes in SAP S/4HANA Sales:

A screenshot is shown of the My Inbox app and the need to approve several credit memo requests.

The following is an example of a set-up for a workflow for credit memo requests:

An example is shown of the set-up of a workflow for credit memo requests.

Conditions can be defined under which credit memo requests can be automatically released, as well as conditions under which certain approval steps are required. If a workflow (in this case: for approving credit memo requests) is activated and the configured start conditions are fulfilled, the approval process is initiated.

The following table contains an overview of business roles involved with setting up and working with a workflow for credit memo requests:

Involved Business Roles 
Business process specialistsDefine sales teams with their team members and approvers
Configuration expertsDefine and activate credit memo request workflows with relevant thresholds and agents
Sales managers
  • Receive notifications (My Inbox or Notifications) for credit memo requests waiting for approval
  • Decide to approve or reject, or to ask internal sales representatives to rework a certain credit memo request

The main business benefits of working with workflow functionality for approving credit memo requests are:

  • A safe and secure approval process for credit memo requests
  • Automatic approval of credit memo requests using specific value thresholds
  • Saves time and effort by sending notifications to the correct team members
  • Accelerates the processing of credit memo request approvals

How to Set-Up a Workflow for Credit Memo Requests

The first step is setting up teams and responsibilities, using the app Manage Teams and Responsibilities. After this, the workflow itself can be defined.

A screenshot is shown of the app Manage Teams and Responsibilities.

With the SAP Fiori app Manage Teams and Responsibilities, teams, responsibility definitions, and team members and their functions can be defined. This is also referred to as Responsibility Management. Teams, members and functions can be used to determine responsible agents for use in flexible workflow scenarios. These teams, members and functions can however also be used in other, non workflow related scenarios.

The SAP Fiori app Manage Teams and Responsibilities supports the following actions:

  • Create, edit, copy, and delete teams

  • Maintain responsibility definitions for teams

  • Maintain custom responsibility definitions for the team categories Procurement (PROC), Central Procurement (CPROC), and Change Record Discrete Industry (SCR1)

  • Maintain team members and assign functions to team members

  • View the hierarchical structure of teams, sub teams, and superior teams for team categories Procurement (PROC), Central Procurement (CPROC) and Extended Production Operations (EPO)

As a next step, the workflow itself needs to be defined.

Note
In the following video, you can see an example of a set-up of a workflow for credit memo requests:
Note

When adding a new workflow to SAP S/4HANA, the order in which to check the start conditions of the defined workflows needs to be defined. If several workflows are defined, the start conditions are checked in the order that has been defined. As soon as the start conditions for a workflow are met, this specific workflow is used. This ensures that only one workflow out of the list of defined workflows is started, even if several workflows have matching start conditions.

Other features that are available for workflow functionality in SAP S/4HANA:

  • Display details of a defined workflow

  • Activate or deactivate a certain workflow definition

More Workflows in SAP S/4HANA Sales

The process using workflow functionality (and all of the steps required to set it up) presented above is certainly not the only process that benefits from workflow support in SAP S/4HANA Sales. It is merely presented as an example.

Another example is workflow support in price management. An approval workflow for sales prices is available.

With this feature, a configuration expert can create approval workflows for sales prices. Sales prices are represented by the condition records for pricing in SAP S/4HANA Sales. The workflows allow you to define the conditions under which sales prices require approval, as well as define one or more designated approvers. You could define that prices for specific sales areas or condition types must always go through one or more approvers for example.

Note
The workflow described above is available since SAP S/4HANA release 2022, and is also still available in release 2023.

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